Executive Assistant (Part-Time)

Executive Assistant (Part-Time) — Millrace Development, LLC Hybrid (Not Fully Remote) | West Columbia, SC | 20–30 hours/week | Minimum 3 days onsite

About Millrace Development, LLC

• Millrace Development, LLC is a commercial real estate investment and development company focused on retail, industrial, multifamily, and land development/investment. 🏗️🏬🏢
• We’re seeking a highly organized, trustworthy Executive Assistant to support leadership and day-to-day operations across development, investments, and asset/property management.

Role summary

• Reporting to: President
• Scope: Supports all company operations (development, acquisitions, asset management, property administration).
• You’ll manage calendars and communications, banking and bookkeeping (QuickBooks Online), AP/AR and invoicing, vendor coordination, organization systems, and light marketing/social media. This role demands high level of trustworthiness, punctuality, accuracy, attention to detail, and excellent written/oral communication.

Key responsibilities Executive and office support

• Manage executive calendars, meetings, agendas, notes, and follow-ups; coordinate occasional travel.
• Maintain organized digital/physical files (OMs, LOIs/PSAs, leases, vendor contracts, permits, COIs, loan docs).
• Coordinate with lenders, attorneys, brokers, GCs, property managers, and investors; support closings and project milestones.

Finance, banking, and bookkeeping

• Monitor bank accounts; prepare/review wires and ACH; support approval workflows; assist with monthly reconciliations; make deposits
• AP/AR: process vendor bills; pay invoices/bills; code transactions by property/project; manage approvals; track receipts.
• Invoicing and collections: generate/send invoices; follow up on past-due items.
• QuickBooks Online: bank feeds, journal entries, class/property coding, month-end support, W‑9/COI tracking, 1099 prep assistance.

Property and project administration

• Assist with rent rolls, lease abstracts, CAM/NNN support, estoppels/SNDAs, and critical date tracking.
• Support lender draw packages; track budgets, contracts, change orders, and pay apps vs. schedule.
• Maintain registers (contracts, permits, warranties, insurance expirations).

Marketing and communications

• Draft professional emails, memos, announcements, and investor updates.
• Manage light social media (LinkedIn and X) with a simple content calendar; create basic posts/graphics (e.g., in Canva/Adobe Express).
• Assist with website updates and presentation materials.

Compliance and confidentiality

• Handle sensitive financial, investor, and deal information with discretion.
• Uphold internal controls, document retention standards, and approval policies.

What you’ll bring / Required qualifications

• 3 years as an Executive Assistant, Office Manager, Bookkeeper, or Property/Project Admin (commercial real estate strongly preferred).
• Proficiency with QuickBooks Online, Microsoft 365, Google Workspace; strong organizational skills (Notion or similar).
• Hands-on experience with bank account management (wires/ACH), paying invoices/bills, AP/AR, and invoicing.
• Excellent written and verbal communication; professional, concise, and clear.
• Strong organization; dedicated to punctuality, accuracy, and attention to detail.
• Familiarity with CRE terminology (e.g., LOI, PSA, TI, CAM/NNN, estoppel, SNDA, rent roll, draw requests).
• High level of trustworthiness and discretion.

Preferred qualifications

• Experience supporting commercial property management and/or construction draws.
• Basic design/marketing tools (Canva/Adobe Express); website CMS familiarity (WordPress/Wix).
• Bachelor’s degree (or equivalent experience); Notary Public a plus.
• SC/GA/NC Real Estate and/or Property Management License a plus.

Work arrangement and schedule

• Hybrid (not fully remote): onsite presence required in West Columbia, SC. 🏢
• Onsite cadence: Minimum 3 days per week onsite. Onsite hours are flexible.
• Hours: Part-time, 20–30 hours per week.
• Travel: Very limited/minimal (occasional local needs only).

Compensation and benefits

• Pay: $25–$35 per hour (DOE)
• Benefits/Perks: Health insurance stipend possible; parking on site; laptop provided; cell phone stipend; business casual attire
• Classification: Part-time, Non-exempt (hourly)

Systems and tools you’ll use

• QuickBooks Online
• Notion
• Microsoft 365
• Google Workspace

Background checks and references

• Background check: Required (due to banking access and handling of sensitive information)
• References: 2–3 professional references requested

Start date

• Preferred start date: January 5, 2026

How to apply

• Email your resume and a brief cover letter to: rob@millracedevelopment.com
• Include: hourly rate expectations, earliest availability, and 2–3 sentences on your QuickBooks Online and bank/wire experience
• Optional: short writing sample (professional email or memo) and links to any social/marketing examples (LinkedIn/X)